Adding Approver Roles to Document Types

Introduction

In this screen, you can add or modify an approver role at document type level. If you select the Use check box in the Approve section of the Publish tab of the document type functionality, the active people with the added roles will have the rights to approve the corresponding documents. By default, if the document type requires approval but the approver roles are not added at document type level, the corresponding documents will require approval from people with document approver roles. For more information, see Creating and Maintaining Document Types. Once the documents are saved, the system will automatically send requests for approval to the corresponding people.

Menu path

Click Add or the description of a role under the Roles section in the Publish tab of the document type functionality.

Note: The section is available only in the standard document structure mode.

Roles & rights

To add an approver role, function right 361 - Maintain Document Type is required. Users with the Documents administrator role have this function right. However, the person defined at Manager in the General section, under the General tab of the corresponding document type screen can also add the approver role.

For more details on what you can do with function rights or levels, go to System/Setup/Security/Function rights, select the required module, and then click on the relevant ID. To find out the functions you can perform with a particular role, go to System/Setup/Security/Roles, type in the description, click Refresh, and then click the required link under the Role column.

Buttons

Save

Click this to save a role.

Save + New

Click this to save a role and add another role.

Note: This is available only when you are adding a new role.

Delete

Click this to delete a role.

Note: This is available only when you are maintaining a role.

Close

Click this to exit.

Description

Document type

This field displays the document type that you are currently maintaining.

Role

Select an existing role to make changes to it or create a new role by typing in the new role's name. This is mandatory.

Role level

Select one of the following options to give approval rights to people with the role selected at Role and the following role level:

• Division — Select this to give approval rights to people at division level. Once selected, the Reference point field will be displayed.
• Group — Select this to give approval rights to people at group level. Once selected, the Reference point field will be displayed.
• Corporate — Select this to give approval rights to people at corporate level.

Reference point

Select one of the following reference points to further restrict approval rights. Only approvers linked to the reference point can approve the document. For example, if the document is linked to Account A, only approvers in the same division linked to Account A can approve it.

The available reference points are:

• Account — Select this to give approval rights to people who are linked to the same group or division as the account defined in the corresponding documents.
• Creator — Select this to give approval rights to people who are linked to the same group or division as the creator of the corresponding documents.
• Item — Select this to give approval rights to people who are linked to the same group or division as the item defined in the corresponding documents.
• Project — Select this to give approval rights to people who are linked to the same group or division as the project defined in the corresponding documents.
• Person — Select this to give approval rights to people who are linked to the same group or division as the person defined in the corresponding documents.
• Serial number — Select this to give approval rights to people who are linked to the same group or division as the serial number defined in the corresponding documents.

Note: This field is available only if you select Division or Group at Role level.

Related document

• Creating and Maintaining Document Types